Now that you have enabled automated email signatures in your account, you can create and set email signatures for everyone on your team, whether you are using Microsoft Office 365 or Google Workspace. Below, this guide will walk you through how to create assets for your email signatures and assign them to your users. You can choose between built-in designs or you can create a custom HTML signature. We'll also show you how to add promotional banners and disclaimers below your signatures.
Assigning Signatures to Your Team
Now that your app has been installed and verified, you can access your email signature manager.
- Log into your HiHello account on the web app
- Switch to your admin profile
- Use the left panel to navigate to the Email Signatures page:
In the email signature manager, there are multiple tools you can use to create impactful signatures for your team, including:
Signatures
Here's a video about setting up a signature. Below the video, you can find written instructions, too.
On your signatures tab, you can see and edit all of your existing signatures or create new ones.
When you select a signature, you can see all of the assets that are currently included in that signature, this includes the selected style and any promotions or disclaimers that have been added:
To create a new signature or update an existing signature, the steps are very similar.
To begin, either click + Create new in the top right or select a signature and click Edit. This will open a window where you can select all of the features you want for your signature:
You can edit the name and description of the signature to make it easier for admins to locate and identify internally.
You can use the toggle to add an optional sign-off text that will appear directly above your signature.
Lastly, you can select the style, logo, promotion, and disclaimer you'd like to add. To find out more about creating custom styles, promotions, and disclaimers so they will be available to apply to a signature, view the sections about them blow.
As you update your signature, the preview on the left will also update instantly so you can see how your new changes will look:
When you are finished editing your signature, remember to click Save in the lower right.
Styles
On the Styles tab of your email signature manager, we have six built-in signatures that you can use.
The five image signatures include different variations of your information, photo, logo, and QR code. When someone clicks on the image of your signature at the bottom of an email, they will be taken directly to your digital business card so they can save your contact details.
There is also a built-in HTML signature titled "Clean." With this HTML signature, individual items in the signature are clickable.
You can also create your own custom HTML signature style. Here's a brief video of the process and below you'll find written instructions.
- Click +Create New in the top right corner of your screen. This will open a window where you can create your new signature:
- Add a name and description of your style. These will not be visible externally, they are only used internally to help you identify the different signature styles you create.
- You can then use the toggles on the right to choose which items you'd like to include in your HTML design:
- As you select and remove fields, the preview of your design will update so you can see how your style will look.
- When you are finished, click Save in the lower right to add this new design to your Styles tab.
If you want to update an existing style, click it and then click Edit in the top right corner:
The edit process has the same toggles that you used to create your custom design originally.
You can also click the duplicate button to create an exact copy of your custom style:
If you decide to delete a signature style, click the three-dot menu and then click the delete button:
Logo
Some organizations like to use one logo for their cards and a different logo with their email signature. Within your HiHello email signature manager, you can upload additional logos exclusively for using with your email signatures.
To add a logo, go to your Signatures tab and either create a new signature or select a signature you want to update.
In the window that appears, scroll down until you see the Logo section and click + Add New:
Once you upload a logo in this section, it will be available to select for any of your other signatures.
Please note that if you delete a signature from this section it will also be deleted from other signatures. If you want to remove from one signature while leaving it in tact on other signatures, simply select a different logo to include on that signature rather than deleting the logo.
You can go back to using the logo from the card at any time by following the steps above and selecting Card Logo.
Promotions
The Promotions tab allows you to add a banner below your email signatures. These images can include links or just appear as static images. For best results, we recommend you use a 600px x 150px image. The aspect ratio is not constrained but we set a max height of 150px when rendering the banner so that the signature doesn’t grow too tall.
- To create a new promotion banner in your account, click + Create New in the top right.
- Add a name and description for the promotion. These will not be visible externally, they are only used internally to help you identify the different promotions you create.
- You can add a CTA button, divider line, and banner image. As you add items, the preview on the left will update:
- When you are finished creating your new promotion, click Save in the lower right.
You can edit a promotion at any time by going to your Promotions tab, selecting the promotion you want to update, and then clicking the Edit button in the top right:
The edit process has the same options that you used to create your promotion originally.
If you decide to delete a promotion, click the three-dot menu and then click the delete button:
How to Schedule a Promotion
Now that you've created a promotion following the steps listed above, you can schedule it. This powerful tool allows you to set up promotional banners for your users in advance.
Here's a brief video about how this works, and you'll find written instructions below:
There are two paths you can follow to schedule a promotion:
- Go to the Promotions tab on your Email Signature Manager page.
Select the Promotion you'd like to schedule, then click Schedule in the window that opens:
On the next screen, select the start and end dates and times for this promotion:
Lastly, select which signatures will receive this scheduled promotion then click Schedule:
- The other path is to click the Schedule button on the Promotions tab:
After that, you can select your promotion, start and end dates and times, and signatures exactly as described in the first path.
If you have promotions scheduled, you'll be able to see this noted on your Promotions tab:
You can click on a promotion to see the details of the current scheduled activity. You can click the pencil icon to edit the scheduled promotion or the trash can icon next to the scheduled event to delete it. This will only remove the scheduled activity, it will not delete the promotion from your account.
Disclaimers
With the HiHello disclaimers feature, you can create disclaimers to include at the bottom of your email signatures. This can help your team stay compliant with any regulations or guidelines for your industry.
To create a disclaimer, click + Create New in the top right corner of your Disclaimers tab:
In the window that opens, add a name and description for your disclaimer.
These will not be visible externally, they are only used internally to help you identify the different promotions you create.
As you update your disclaimer, the preview on the left will change to reflect your changes.
You can use common text features, like making the text bold, italicized, or underlined. You can also add links and adjust the font size.
When you are finished creating your disclaimer, click Save in the lower right.
To edit any of your existing disclaimers, select the disclaimer you want to update and then click the edit button in the top right:
You can also make a copy of a disclaimer by selecting it and then clicking the duplicate button in the top right:
If you need to delete a disclaimer, select it, click the three-dot menu in the top right, and then click the delete button:
Users
On your users tab, you can see a dashboard of all the users in your organization. You can search for users by name or email. You can also use the drop-down menus to see what cards a user has claimed and what signature they currently have. In the status column, you can see if a signature has been added successfully or if the system encountered an error.
Assign Signatures by Template
You can assign signatures to your users based on the template connected to their card. This allows you to not only assign signatures easily in bulk, but when a specific template is connected to a signature, then any new users you add to the template can automatically be assigned an email signature without any extra steps on your part.
To connect a signature to a template, go to the Signatures tab of your email signature manager page.
Select the signature you want to use, then click + Template:
In the window that opens, you can select the templates that will use this signature. There is also a toggle that you can click if you'd like to instantly update and replace the existing signatures for your users who are connected to these templates:
When you are finished, click Save in the lower right to apply your changes.
On your Users tab, you can see which users are linked to a template:
If the user's signature is being inserted by template, it will be highlighted and include a link icon:
You can click on the signature drop-down for a particular user if you'd like to override their template signature.
Assign Individual Signatures
To assign a new signature to a user without using your template, you can either select individual users by clicking on the box beside their name:
Or you can click the square above the left corner of your user table to select all of your users:
If you would like to change the card for a user, open the CARD drop-down and select the new card.
In the Signature column, you can use the drop-down to select the signature you want to use or click "Preview signatures" to see how the signatures will look first before making your choice:
In the window that opens, you can scroll through all of your saved signatures and select the one you want to use. When you are finished, click the button in the lower right to apply the signature to your selected users:
The Experience for Your Team
When you apply an automated email signature for a member of your team, it means that they will get a professional email signature that links to their HiHello card without needing to take any steps in their own account.
After you set an automated email signature for someone on your team, the next time they open their email in the Outlook desktop app, the Outlook web app, the Outlook mobile app, or their Gmail web app and compose a new message, reply to an email, or forward an email, their new email signature will automatically be inserted into the email. They may need to refresh their screen to update their account after a HiHello admin issues or updates their email signature.
Troubleshooting Errors
Automated Email Signature is not Inserting in Outlook for Desktop
On March 31, 2024, Microsoft will discontinue the API that supports automated email signatures in their classic Outlook for Windows desktop client. Microsoft is releasing a New Outlook for Windows app to replace the classic desktop client. To continue using HiHello automated email signatures, please update your HiHello integration by following these steps:
- Navigate to the Microsoft 365 admin center, the link is listed below for your convenience:
- In the Microsoft 365 admin center, locate the "HiHello Email Signatures" add-in within the list of integrated applications:
- Click on the add-in to view its details
- Select the "Know more and update" to proceed with the update process:
- Carefully review the permissions required for the update
Please note that there may be an issue indicated by "null" entries in the permissions list, these indicate errors originating from Microsoft:
If there are any concerns regarding the permissions or if the issue of "null" permissions persists, please contact Microsoft Support for further assistance before proceeding with the update.
- After reviewing, if you agree to the changes, click on "Accept and update" to apply the new permissions and complete the update process for the HiHello Email Signatures add-in.
The update process is expected to take approximately 24 hours to complete.
If any of your individual team members still do not see their automated email signatures 24 hours after the HiHello Email Signatures add-in was updated, they may need to switch to the New Outlook for Windows app.
To switch:
- Go to the top right corner of the classic Outlook for Windows client
- Click the toggle labeled “Try the new Outlook”:
You can read more about the New Outlook for Windows on Microsoft's help page if you would like more information:
Start using new Outlook for Windows
Error Message in HiHello
If HiHello is not able to add an email signature for a user for any reason, you will see an error message in that user's status box. You can hover your cursor over the error message to find out more:
In the message above, the email address was not found in your Microsoft instance. To correct this issue, work with the user to add their email to your Microsoft Azure account or update their HiHello account login email. If the error message refers to Google, the steps would be the same, but in your Google Workspace.
After correcting the error, you can click the circle next to the error message to attempt to reload the email signature for that individual. If you have multiple error messages, you can click RELOAD in the lower right of your screen to reload all of the failed automated email signatures in your account.
If the email signature is still not working correctly, please contact our customer support team so we can assist you further.